Do you ever feel like finding the right Enterprise Content Management system for your organization is a little like going on an Easter egg hunt? First off, you are probably likely to start off running. You are unsure of where you are going or what exactly you are looking for, but you know that if you run, you have a better chance at finding something. Then you realize that are many options to choose from. You can see others as they sprint toward their options and blindly place ECMs and other business systems into their baskets, adding one thing on top of another. But you, you are looking for the “golden egg.” The egg of all eggs. The egg that will bring your organization the most happiness, flexibility, and functionality.
So, what are the characteristics of the “golden egg” ECM? Here are a few:
1. Document Security
With the increased the attention to the European Union’s General Data Protection Regulation and data breaches in general, document security is front of mind. This is key to finding the right ECM. A successful ECM will be able to follow the rules and regulations set by the GDPR, securely store data, and make it possible for data to be shared in a secure fashion too.
2. In-depth Metadata
Strong ECM contenders will provide in-depth metadata. Metadata is the heart and soul of content management. It provides a traceable audit trail for documents and data, and it also assists in customizing content to fit within the processes of a business. Without metadata, storing, archiving, and even searching for your data would be impossible.
3. User-friendly Interfaces
This is a common pain point among ECM users. They are tired of complicated, dull, and downright terrible UIs. The best ECMs will have UIs that can match the role of the user and will surface the content the user needs to do their job. Good user interfaces increase user adoption of the system and help make training quick and easy. It will increase productivity and leave users happy.
4. Configurability
The flexibility and functionality are also key in finding the right ECM for your organization. ECMs are only useful if you can use it how you want to use it. Maybe you want to store things in the cloud, or maybe you want a hybrid solution. An ECM should be configured to match the needs of your organization or your users.
While others are running around filling their baskets with layers and layers of business systems, we recommend taking your time to find the right systems for your organization. Find something you can use across your organization without fear that it will be obsolete in a few years.